Development Systems and Operations Manager

18-Jun-2024

University Administration

66170BR

Job Summary

Job Summary: 
The Arnold Arboretum of Harvard University is a 281-acre museum of trees teaching the world about plants. With one of the world's most biodiverse collections of temperate woody plants, combined with world-class scientific resources, and a commitment to diverse programming, the Arnold Arboretum has been a leader in horticulture since its founding in 1872. As part of the Boston Parks system, it is free and open to all daily; we host over 1 million visitors each year. 

The job of Development Systems and Operations Manager is a lynchpin in helping the organization lead with data. Decisions in the Advancement Department about donor segmentation, solicitations, stewardship communications, and other outreach are informed by the accuracy and analysis of donor and member data. This is a tremendous time to join the Arboretum’s Department of Institutional Advancement as we fulfill the ambitious goals of the Sesquicentennial Campaign and grow our base of membership support. 

Reporting to the Director of Institutional Advancement at the Arnold Arboretum, the Development Systems and Operations Manager is responsible for overseeing the strategic and accurate use of various data systems. This includes overseeing and supervising gift processing, administration, acknowledgment, and reconciliation, as well as creating fundraising reports to support the team as we enhance our data-driven fundraising model. Additionally, the Manager will oversee list and prospect management reports, monitor donor solicitations and stewardship, and work closely with colleagues to advance the annual campaign and membership goals.  

Position Description

Duties and Responsibilities by Functional Area:
Data Management 

• Manage database plans, policies, and systems for donor and member data. 
• Oversee the gift entry process, recommending improvements to ensure timely gift entry and recognition. 
• Oversee data tracking needs and ensure appropriate coding is used to enter all donor activities such as stewardship mailings, solicitation appeals, individual major donor outreach, and donor event participation. 
• Create new processes for managing data and analysis based on emerging business needs. 

• Extract and analyze donor data to support departmental fundraising goals.  
• Partner with the Director of Institutional Advancement and Advancement team members to develop and update fundraising reports, data analyses, and segmented mailing lists that assist frontline fundraisers with solicitations, prospect management, and stewardship and monitor progress toward goals. 
• Partner on lists and data required to use the Salesforce email marketing platform and analyze regular results. 
• Assist with gift administration, donor research, and data and reporting for the Arboretum's Sesquicentennial Campaign. 
• Collaborate with Advancement team members to translate business needs into systems requirements and recommend improvements. 
• Serve as direct contact with the Arnold Arboretum IT department (AAIT) on any database scripts required to produce new reports or update existing reports and Harvard’s AA&D on canned reports. 

• Manage assignments and priorities for part-time Development Assistants.  
• Lead weekly operations meetings. 
• Train Arboretum Advancement staff (as needed or requested) to effectively use data management tools and other software or hardware necessary for business needs and operations.  
• Maintain documentation of policies and procedures related to general data entry and gift and membership processing to ensure consistency and institutional knowledge. 
• Maintain fluency on all daily data entry tasks to provide redundancy during high-volume periods, vacations, or any time additional support might be required. 

• Consider the business implications of technology applications to the Advancement team's current and future business needs and work with AAIT to address and create solutions for new needs. 
• Work with the Arboretum’s Director of Finance and University contacts to create new funds and maintain proper allocation to existing funds, especially regarding complex foundation giving. 
• Ensure compliance with Harvard Alumni Affairs and Development's Advancement Technology Support Services and Business Intelligence departments' policies and data requirements.  
• Work collaboratively with university contacts on initiatives and training to identify new ways of leveraging University expertise.  
• Serve as the Arboretum's representative to schools and units University-wide regarding alumni and donor data and participate in university-wide data management workgroups, ensuring the Arboretum's interests are represented in the development of university-wide data management policies, including Harvard’s Next Gen. 
• Oversee office operations including inventory and weekly mailings. 

Basic Qualifications

• Minimum of two years’ post-secondary education and/or relevant work experience with relational databases and query languages for relational database management systems. 
• Advanced MS Office skills: Word, Excel, Outlook, PowerPoint, Teams.    
• Demonstrated experience creating reports that drive business models forward.  
• Minimum two years supervisory experience 

Additional Qualifications and Skills

• Previous experience working in fundraising is preferred, especially with a fundraising database, ideally with Harvard’s Ellucian Advance, and its internal tools such as QlikView preferred. 
• Candidates for this position should have a track record of successfully executing major projects.  
• Flexible working style with ability to drive consensus among colleagues from different departments. Ability to effectively communicate with technical and non-technical staff. 
• Strong written and verbal communication skills with experience documenting complex business processes.   
• Exceptional organizational skills with the ability to prioritize and manage multiple projects. Ability to manage multiple tasks under competing deadlines and shifting priorities.  
• Ability to take the initiative, create, and manage projects required. 
• Demonstrated team approach and communication. 
• Discretion in managing highly confidential information. 
• Enthusiasm for public greenspace or horticulture is encouraged.  

Additional Information

• Please note: this position must be performed on-site, not in a remote work environment. 
• Please also note that Harvard University cannot provide Visa Sponsorship or Work Authorization for this position. 
• Please include a cover letter in your application. 

If you believe you need a reasonable accommodation to search for a job or to submit an application, please contact us at 617-495-2772. This is a dedicated line to assist job seekers with a disability requiring assistance in applying online. 

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up to date on CDC-recommended vaccines. 

Work Format Details

This position is based primarily on-campus, in Jamaica Plain, Massachusetts. This may include in-person during emergency situations (if applicable). Additional details will be discussed during the interview process. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards ) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Job Function

Alumni Affairs and Development

Department Office Location

USA - MA - Jamaica Plain

Job Code

300057 Development Professional

Department

Institutional Advancement

Union

00 - Non Union, Exempt or Temporary

Pre-Employment Screening

Education, Identity

Schedule

Full time. Monday through Friday. 35 hours per week. 

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

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